How to write a vacation approval letter (2023)

As the name suggests, aleaveApproval letter is a letter written to confirm or approve an employee's request for leave for a specified period of time.

As an employer, manager or HR manager, it may be one of your responsibilities to approve leave for your employees or colleagues. In this article, we're going to discuss everything you need to know about leaves, what they are, the different types, the guidelines associated with leaves, and we're going to round it off with some templates and examples on how to effectively write leave approval letters.

What is vacation (paid time off), leave of absence?

Vacation, or paid time off, is a period of time when an employee can take a break from work while continuing to be paid. As an employer, your company should have policies and rules that dictate everything related to employee leave. This includes how long they have to work before they are entitled to vacation, how many days they have off, etc.


This differs from paid time off as it is specifically for employees who are faced with unusual and often unplanned circumstances, such as: B. Medical emergencies for you or your family, military reasons, childbirth, etc.

A leave of absence can be imposed on the employee by you, the employer, or requested voluntarily by the employee. The employee is also paid with holidays and paid time off. But leave can either be paid or unpaid.

According to regulators like the Emergency Family and Medical Leave Act (EFMLA), the laws ensure your employees are protected while on leave.

While leave and paid time off are required by law, the decision to take voluntary unpaid leave rests solely with you, the employer, and this type of leave does not guarantee job security.

An employee can request voluntary unpaid leave twice:

  1. You are not entitled to full compulsory leave.
  2. have used up all available vacation days.

When an employee has exhausted their mandatory leave days, they can decide to request leaveFMLA or EFMLA. If an employee requests time off under this policy, they do not use their sick days. Although you are legally required to give these days off, you are not required to pay your employees if they request these days off.

For any time off not covered by the FMLA, you may or may not grant such time off at your sole discretion.

As an employer, before granting vacation time, you must consider the employee's benefits to the company, as well as the cost of replacing it. To avoid drastic measures regarding vacation, make sure you have vacation days or paid time off, and these days should be used by your employees to solve problems for which they would normally request vacation. Except in emergencies.

Email requesting sick leave and samples

How long should vacation be?

As an employer, in most cases you have sole discretion as to how long an employee must work before they are entitled to vacation time and how much vacation time they can take.

According to the FMLA, workers can take up to 12 weeks off in 12 months, but only if they have worked 1,250 hours.

Under EFMLA, your employee only needs to have worked 30 days before they are entitled to leave. In addition, EFMLA allows employees to take time off for personal or family emergencies, e.g. B. to recover from Covid or to look after recovering family members.

When an employee requests time off outside of FMLA or EFMLA, how long they are allowed to work and whether or not they are paid is at your sole discretion.

How should employees request leave?

As an employer, it's important to have a policy that helps your employees request vacation time. To help your employees request time off, your time off policy and policies should be included in your employee handbook.

In order for an employee to request leave, they should send a written leave request letter, and the letter must include the following:

  1. The date the employee intends to leave.
  2. The date they want to return.
  3. A solution for working in her absence.
  4. Thank you for your attention.

The above information is a commonly accepted vacation request format. Once an employee requests time off, it should be placed on their file for record keeping and compliance purposes.

If employees intend to apply for leave under FMLA, they must submit a form from the Department of Labor or relevant official agency to their employer to request leave.

When an employee requests time off under either FMLA or without, it is required that the notice be given in good time, at least 30 days prior to the designated time off.

How to Write an Emergency Vacation Email (With Examples)

How to write a vacation approval letter

When writing a notice of leave approval, there are general rules that you must follow. In this section of the article, we're going to list everything you need to know about how to write a vacation approval letter and also include some templates to help you write a great vacation approval letter.

  1. You decide on friendliness or formality: depending on the relationship with the employee or colleague, a vacation notice can be written with a friendly undertone and also strictly formal.
  2. Your decision about the application: When you write a decision on leave, it is important to remember that you have the right to refuse the application. Provided you have a valid reason e.g. B. that the employee has no vacation or that his vacation days have been exhausted.
  3. Indicate when the vacation begins and when it ends. Your application for leave approval must include the start and end dates of the leave.
  4. If you prefer, you can choose to close the letter with warm wishes or keep it formal.

Leave the approval letter template as is

[recipient name][address line][state, zip code]Subject: Leave Approval LetterDear [recipient's name],In accordance with company policy, I have reviewed your leave request and officially approved your request. Please treat this email as an official holiday authorization letter.Your holiday is valid from [start date] to [end date] If this date changes, please contact us as soon as possible.You are obliged to return to work on the Monday after your holiday ends. If you are absent from work and do not obtain prior approval, this will be recorded on your record as an unauthorized absence.If you have any other questions or inquiries, please do not hesitate to contact me.Sincerely, [Sender Name][Sender Title] -Optional-

Template for sick leave approval letter 2

[recipient name][address line][state, zip code]Subject: Sick Leave Approval LetterDear [recipient's name],We have received your sick leave request to be out of the office from [start date] to [end date].This letter is an official leave approval letter. Before you leave, please let us know if we can reach you in an emergency. If not, please ensure Jason has full access to your files and account.If you need anything, don't hesitate to contact us. We wish you a speedy recovery.Sincerely, [Sender's Name][Sender's Title]

Leave the approval letter template three

[Sender's Name][Address Line][State, ZIP Code][Letter Date][Recipient's Name][Address Line][State, ZIP Code]Subject: Leave Approval LetterDear [recipient's name],I am writing this letter to officially approve your vacation request from [start date] to [end date]. Since you will be away for a while, please show Jeffery the most important aspects of your work and make sure he has access to your accounts and files.Thank you and have a nice trip.Sincerely, [Sender Name][Sender Title] -Optional-


In this article, we've listed everything related to leaves, even going so far as to cover it from a legal perspective.

We've also included templates that you can edit to write your vacation approval letters.

How to write a vacation approval letter (1)


How do you respond to vacation approval? ›

I am happy to approve your request for vacation leave from July 1 to July 12. You deserve a good break. Rest up and have a lot of fun. We will all benefit from your renewed energy.

How do you respond to a vacation leave request? ›

Thank you for submitting your request for unpaid time off. I have had the chance to consider it fully and to discuss it with name/s of colleagues. I am happy to grant this time off as requested. I have taken into account your good performance and attendance record this year.

What is an example of an approved vacation letter? ›

Dear [Name of Recipient]: I have received your request to be excused from work from [Starting Date] to [Ending Date]. This notification serves as confirmation that your time off has been approved. Please know that you will be missed in your absence, but I wish you the best for your time off.

How do you respond to an email after vacation leave? ›

Here's an example: I expect my inbox to be bursting at the seams when I return. I'll do my best to get back to you, but if I should happen to miss your message, please do me the courtesy of following up after [date].

How do you write a vacation approval email? ›

How to write a vacation request email
  1. Identify your recipient. ...
  2. Write a short, direct subject line. ...
  3. State your purpose for writing. ...
  4. Include the dates you're requesting. ...
  5. Consider mentioning why you're taking time off. ...
  6. Discuss how you're preparing for time off. ...
  7. Remain available for questions.
3 days ago

How do I approve vacation on workday? ›

On the Workday homepage, click on the Time Off icon. Under Request, select Time Off. The Request Time Off page appears. You will see the current month calendar.

Can HR approve vacation? ›

Yes, the decision to approve or deny the use of accrued vacation time is up to you. But you should have—and document—a legitimate business reason for doing so. This is also assuming you deny vacation requests in a consistent and nondiscriminatory manner.

How do you respond to an offer letter asking for more vacation time? ›

If your job offer states a fewer number of vacation days as compared to your current package, you can negotiate it by saying: “In my current role, I get four weeks of vacation a year, so two weeks would be a quite big step back for me. Would you be able to offer four weeks to match what I have currently?

How do you comment on leave request? ›

I would like to request [number of days or weeks] leave days that start from [date] and end on [date]. This request is due to [provide reason/s]. Let me know if you need more information about this. I just want to reassure you I can finish my projects on time and can complete extra work before the leave date.

How do I write a letter of permission for a trip? ›

Sample Permission Letter from Parents to Go on a School Trip

I have been informed that the school has organised a trip to Hyderabad from 20/01/2022 to 24/01/2022. I am writing to let you know that I am willing to send my daughter for the trip. I am also sending the money (Rs. 4600/-) for the trip with her.

How do you write a formal vacation letter? ›

What is included in a vacation leave letter?
  1. Your name, title and contact information.
  2. Recipient's name.
  3. Purpose of the letter.
  4. Vacation dates, including date of return to work.
  5. Brief description of vacation, if relevant.
  6. Status update of current projects and responsibilities.
Dec 5, 2022

How do I write a vacation letter to my company? ›

How to draft a well-articulated vacation request email?
  1. Start with a clear and short subject line. ...
  2. State the dates of your leave. ...
  3. Mention your purpose for writing the email. ...
  4. Elaborate on how you plan to manage work before the leave. ...
  5. Show that you'll be available. ...
  6. Thank them in advance.
Dec 15, 2020

How do I email my boss after vacation? ›

Despite my absence, I have been keeping up to date with [projects, clients or responsibilities] while I've been away, and I am ready to get back to work. Again, I'd like to thank you and [company] for your patience, understanding and flexibility during this time. It is an honor to work for such an altruistic company.

What are good vacation emails? ›

I am currently out of the office starting on [date] and returning on [date]. If you need assistance during this time, one of my team members will be able to help. They can be contacted at [phone number] Monday-Friday from 8-5.

How do I approve vacation time in ADP? ›

  1. Select Myself > Time Off > Request Time Off.
  2. Select “Request Time Off” ...
  3. Enter Date Range.
  4. Enter Request Details. ...
  5. Choose “Submit” to send to your supervisor for approval.
  6. Select Myself > Time & Attendance > My Timecard.
  7. Select Current Pay Period or Next Pay Period depending on date of leave.
Mar 17, 2020

How do I remind my boss to approve PTO? ›

How To Give Your Boss A PTO Reminder
  1. Adapt your workflow.
  2. Set an out-of-office reply.
  3. Share your vacation schedule with your team.
  4. Give your boss a gentle reminder.
  5. Use Vacation Tracker's notifications feature.

How do I approve a vacation request on paylocity? ›

How do I approve time off requests on Paylocity?
  1. Go to
  2. Log in to your account using your username and password.
  3. Click on the "Time Off" tab.
  4. Click on the "Time Off Requests" tab.
  5. Click on the "Approve" button next to the request you wish to approve.
  6. Click on the "Approve" button in the pop-up window.

Do I have to answer my boss on vacation? ›

Don't answer your phone, don't return emails, and wait to respond until you're back at work … at which point you can say, “I just saw this since I was on vacation/out sick until today.” This is actually quite normal! Many, if not most, people handle their time off this way.

What happens if your boss denies your vacation? ›

If your vacation request is not covered under FMLA, your employer can deny it. To appeal to a denied request, find out why it was denied by having a conversation with your manager and take the issue to an HR representative if you're having a difficult time finding out why it was denied.

Do I need to give a reason for a personal day? ›

No, you do not need to give a reason for why you are taking a personal day. Your employer may ask why you are taking a personal day, and you can give an answer if you want, but employees generally do not need to give an answer if they do not want to.

How do you accept a job offer when you have a vacation planned? ›

While it may be too early to discuss, I wanted to let you know that I have a trip planned in a few months (provide trip dates). I am happy to accommodate my time off in the manner that best suits the company's needs.” Informing the company of your planned vacation in response to a job offer is greatly appreciated.

Can you ever negotiate more vacation days? ›

If you've been with the company for at least a year and have performed well in your role, you may consider asking your supervisor for vacation time in excess of your current arrangement. For instance, you could try negotiating an additional week of vacation time per year as a reward for your performance.

When should you tell your job offer about vacation? ›

Get the timing right

You do eventually need to mention your vacation—but not until you reach the second interview round. That when potential start dates may ease their way into the conversation, and the recruiter or hiring manager may ask when you're available.

What do you write in remarks for leave? ›

I hope you are doing well. I am writing to inform you that I will be unavailable for a period of {number of days} days between {start date} and {end date}. I urgently need to return to my hometown to sort out certain property-related issues and wish to avail of my annual leave regarding the same.

How do you respond to I am on leave? ›

Out of office for vacation or annual leave

Thank you for contacting me, but unfortunately, I am on vacation. I will return on {Date} and will be happy to assist you with any issue you might have. If you require immediate assistance, please contact the Customer Service at

What do you write in a leave message? ›

I will be away from the office until [return date] for [reason] with no access to email. If your request is urgent, please contact [name of colleague + their job title] for assistance at [email, phone, etc.]. Otherwise, I'll get back to you as quickly as possible when I return.

How do I write permission to travel from work? ›

I am writing to request permission to be absent from work for two weeks from (date to date) to attend an event. I will be away for 14 days and promise to return to work on (specify the date). In the meantime, I have assigned all my work responsibilities to my assistant, (mention name). Thank you for your consideration.

What is permission to travel? ›

What is a travel permit? A travel permit is a document that allows someone living in the U.S. while awaiting their green card to travel abroad without nullifying their green card application.

What does a travel letter need to say? ›

What needs to be included in a travel consent letter?
  • Your name, address, phone number.
  • Name and date of birth of your child.
  • Country or countries your child will be travelling to.
  • Name of the accompanying adults (if applicable)
  • Date of travel.
Aug 4, 2022

Have a nice vacation in formal email? ›

Wishing you a great vacation! Hope your vacation is the greatest, and may each new day bring you happy memories to cherish when you get back! Have a wonderful time! I'm going to miss your presence at the office but I'm also happy that you have got this opportunity to visit your favorite place.

How do I approach my boss about vacation? ›

10 Tips for Successfully Requesting Time Off
  1. Know Your Company's PTO Policy. ...
  2. Look at the Company Calendar + Schedule in Advance. ...
  3. Be Caught Up on Work. ...
  4. Talk to Your Manager Before You Make Plans. ...
  5. Be Specific With Your Request. ...
  6. Send a Formal Request in Writing. ...
  7. Communicate to Your Internal Team.

How do I respond to a denied vacation request? ›

It's OK to ask your employer why he or she said no to your time-off request as long as you do it “calmly, privately and in person if possible,” says Krause. “Bring documentation that you had requested the time properly, and you had the correct amount of time accrued.”

How do you professionally say you are going on vacation? ›

I am currently out of the office from [date] to [date] and will have limited access to my email during this time. You may be able to get ahold of me on my cell phone at [phone number].

How is your vacation response? ›

11“It was a wonderful trip. Thanks for asking. I hope one day you get to experience it as well.” This is a good response to use with someone who you aren't very close to but who had knowledge of your trip overseas, such as a co-worker or classmate.

How do you tell your boss you are back from vacation? ›

Here are some examples of things you can say.
  1. "We missed you while you were gone but we're so happy you're back!"
  2. "Welcome home! ...
  3. "We can't wait to hear all about your vacation, welcome back!"
  4. "It's so good to have you back! ...
  5. "You were missed but we're so glad you're back and can't wait to hear all about your trip."

When should you tell a new employer about vacation? ›

Get the timing right

You do eventually need to mention your vacation—but not until you reach the second interview round. That when potential start dates may ease their way into the conversation, and the recruiter or hiring manager may ask when you're available.


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